Executive Assistant

4 days ago


Manila, National Capital Region, Philippines Private Advertiser Full time ₱900,000 - ₱1,200,000 per year
JOB SUMMARY

The primary focus of this role is to support the New Zealand-based company by handling various administrative-related tasks. We are seeking a highly organized, proactive, and resourceful Remote Executive Assistant to support the Director of a group of six McDonald's restaurants. This role requires a detail-oriented individual capable of managing multiple priorities, supporting operational efficiency, and serving as a key liaison between the Director and various stakeholders including contractors, restaurant leadership team, suppliers, and customers. A person who can anticipate the needs of the Director and find ways to ensure they are working smart.

This role will report to the Director and maintain a close working relationship with the wider Restaurant Group management team including – General Managers, Accounts Manager, Restaurant Supervisor, People and Compliance manager and restaurant managers.

MAJOR RESPONSIBILITIES

1. Administrative & Communication Support

  • Manage and triage the Director's email inbox, prioritizing and responding where appropriate

  • Coordinate calendar and appointments across multiple time zones and locations

  • Draft internal and external correspondence on behalf of the Director

  • Prepare presentations when required

  • Liaise with customers to ensure their needs are met and restaurant teams communicate effectively. Provide feedback to restaurants.

  • Maintain confidentiality and exercise sound judgment when handling sensitive information

  • Support a social media strategy with localization of collateral and work with wider business to do so

2. Contractor, Supplier & Stakeholder Liaison

  • Communicate with contractors, suppliers, and service providers on behalf of the Director

  • Follow up on maintenance, facilities, and equipment issues to ensure prompt resolution

  • Assist with compliance and documentation for third-party service providers and ensure all insurance documentation meets annual compliance requirements

3. Project & Operations Support

  • Maintain project trackers (e.g., store refurbishments, equipment upgrades, marketing campaigns)

  • Prepare reports and updates for weekly and monthly meetings

  • Coordinate administrative processes for new initiatives or store changes

  • Administer a social media program positively supporting the outcomes of the company

4. Financial & Business Support

  • Assist with basic financial tasks including invoice tracking, expense reports, and budget summaries

  • Liaise with the accounts team as needed for reconciliation and reporting

  • Support the Director by monitoring performance of the Senior leadership team against given objectives

5. General Executive Support

  • Assist with business and personal travel arrangements, accommodation bookings, and itineraries

  • Organize online files, documents, and digital records in a structured, retrievable format

  • Perform other household support functions like online food ordering, purchase other item at Directors request

  • Perform ad hoc research and provide administrative support as required

6. Meetings

  • Attendance at required meetings including:

i. Weekly: Senior leadership team meeting

ii. Monthly: Mid-Month, Monthly meetings when required

QUALIFICATIONS

Knowledge

  • Executive Assistant/Personal Assistant experience supporting senior leaders in multi‑site operations; hospitality/franchise exposure is an advantage.

  • Working knowledge of restaurant/retail operations and vendor/contractor workflows.

  • Familiarity with social media coordination and basic performance reporting.

Skills

  • Advanced organization, time management, and follow‑through, strong written and verbal communication.

  • Proficiency with Microsoft 365, Zoom, and collaboration tools, exposure to Xero or similar finance platforms.

  • Ability to maintain project trackers/dashboards and prepare concise reports and presentations.

Abilities

  • Exercises sound judgment, discretion, and confidentiality; anticipates needs and acts proactively.

  • Thrives in a fast‑paced environment; comfortably coordinates across leaders, restaurants, contractors, and suppliers.

  • Customer‑service orientation with resourceful, solutions‑focused problem solving.

EQUIPMENT/SYSTEM REQUIREMENTS
  • Desktop/Laptop with at least an i5 processor; Windows 10+ OS

  • At least 8GB RAM

  • Minimum internet speed of 50 MBPS

  • Working headset and camera for virtual meetings

  • Dedicated workplace


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